Project Administrative Assistant

      Major Duties and Responsibilities:

•   Provide support for program administration activities and support to all team members in the organization of daily/weekly/monthly program implementation.

•        Be responsible for day-to-day correspondence, information sharing and filing ensuring that appropriate follow-up actions are taken.

o   Preparation, distribution, and maintenance of documentation and meeting minutes related to the administration and execution of the program.

o   Management of a database of program documents in relation to program activities and other essential documents such as published event calendars and status reports; establishment of an electronic and hard copy file system.

o   Assist members of the team and other program experts from internal and external organizations with international and regional travel arrangements, as well as provide assistance with travel advance settlement.

•        Preparation and maintenance of the inventory of the Department/Project assets including stationery, equipment, publications, storage retrieval, preparation of requests for the purchase of new products; and regular email monitoring for team member requests and follow-up

•        Monitor project budget and financial expenditures and their conformity to the work-plan; process request for payments of direct payments and advance requests and assist in preparing project budget revisions.

•        Liaise with the Operation Support Department on financial and administrative matters and ensure that all administrative and financial transactions are properly carried out according to the requirements of the project.

•        Assistance in monitoring important timelines for different projects under the Department/Project and proactively notifying key staff on these deadlines.

•        Maintaining an official directory of staff and consultants with functional designations who work on different projects.

•        Other duties as assigned by Head of the Department/Project Director.

Reporting

The Administrative Assistant will report to Head of the Department/Project Director.

Skills and Qualifications:

Education

•        Bachelor's degree or higher in business administration, development studies, social sciences, or any related field.

Work Experience

•        At least 3 years of administrative assistance experience in providing assistance in project coordination, implementation and development of program assistance

•        Experience with office operations, general office administration, and office maintenance; Ability to prepare and maintain the full set of accounts

•        Experience in program planning and management plus skill in managing the budget and overseeing a project.

•        Exceptional interpersonal and public relations skills, as well as the capacity to work in a multicultural team environment

•        In-depth knowledge of organizing meetings through online platforms

•        Fluency in oral and written English and Thai

•        Proficient in Computer literacy

Desirable

•        Familiarity with non-profit organization works is regarded as an asset.

•        Thai nationals are preferred, and international experience is a desirable qualification.

Personal Qualities

•     High level attention to detail and accuracy

•     Ability to follow through on tasks

•     Flexible, creative, responsive, able to take initiative, open to learning

•     Reliable

•     Able to work within systems and procedures, work effectively in a small team environment involving the sharing of information and at times sharing workloads

•     Able to analyze and integrate potentially conflicting numerical, verbal, and other data from a number of sources

•     Willing to demonstrate, apply and share expert technical knowledge across the organization

•     Able to work independently and multi-task and meet deadlines.